How do I manage CALPADS Fall 2 data in Aeries.Net? (Step 2 of 3 – Staff Demographics and Assignments)

Complete Staff Data Entry Into Aeries.Net

By now, you should have a list of all of the staff members that are to be reported through CALPADS.  If not, please return to the article in Step 1 here. If so, let’s continue!

Staff data can be broadly categorized into three types:

  1. Other Demographics
  2. Staff Assignments
  3. NCLB Highly Qualified Teacher Status **No longer used in the 2016-17 School Year.  Watch for updates based on the new ESSA requirements.

STEP 2a:  Other Demographics

First, from the home page you must select your staff member that you wish to check/update.  To do so, log into Aeries.Net and select “Staff” from the left menu bar to get a list of your staff members.

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When you select the desired staff member, the screen should appear like the one below.  It is here that you can start to enter in the key demographic data in the red squares below:

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Many of the fields should be obvious such as First, Middle, Last, Date of Birth, etc., but some that are not quite as obvious include:

  • Hire Date
    • This is the first day that the staff member was considered to be active as a staff member
  • Ed Lvl (Education Level)
    • A-Associate-This is an Associate degree. The degree could be an AA, AS, AAS (Associate of Applied Sciences), or ASN (Associate of Science Nursing). The degree is indicated on the transcripts submitted by the applicant and the exact degree will vary by institution. We refer to the degree in general terms as an Associate degree.
    • B-Baccalaureate-The same applies to the Baccalaureate degree as with the Associate degree. This may be a BA, BS, Bachelor of Education, Bachelor of Music, etc. We refer to the degree in general terms as a Bachelor’s degree.
    • C-Baccalaureate Plus 30-A Bachelor’s Degree plus 30 or more additional semester units.
    • D-Doctorate-This is a Doctorate degree. This may be a Ph.D., Ed.D., M.D., etc. We refer to the degree in general terms as a Doctorate degree.
    • F-Fifth Year-This is used primarily with out-of-state or out-of-country trained educators who have completed a minimum of 30 semester units of graduate level course work after the completion of the bachelor’s degree and without being granted a Master’s degree. We consider the completion of the 30 semester units as a Fifth Year of Study.
    • M-Master-The same applies to the Master’s degree as with the Associate and Bachelor’s degree. This may be a MA, MS, Master of Education, etc. We refer to them in general terms as a Master’s degree.
    • N-None-No degree indicated on the transcripts submitted.
    • S-Special-The Special Degree is used to indicate the completion of a Juris Doctor degree.
    • U-Fifth Year within BA-The Fifth Year within the BA (BS, Bachelor of Education, Bachelor of Music, etc. are also applicable) is primarily used with out-of-state or out-of-country educators to indicate the completion of a minimum of 150 semester units of course work completed within the bachelor’s degree program. Individuals who have completed the 150 semester units of course work within the bachelor’s degree are considered to have completed the equivalent of the Fifth Year of Study.
    • V-Master Plus 30-A Master’s Degree plus 30 or more additional semester units.
    • Y-Fifth Year Induction-The Fifth Year Induction is used to indicate that the individual has completed an induction program through an approved induction program sponsor.
  • Ethnicity
    • This is a Y or N answer to the question:  “Is this student Hispanic or Latino?”
  • Race 1-5
    • These are the race codes of the staff member.  They do not follow an order of priority.
      • 100-American Indian or Alaska Native-A person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment.
      • 201-Chinese-Chinese
      • 202-Japanese-Japanese
      • 203-Korean-Korean
      • 204-Vietnamese-Vietnamese
      • 205-Asian Indian-Asian Indian
      • 206-Laotian-Laotian
      • 207-Cambodian-Cambodian
      • 208-Hmong-Hmong
      • 299-Other Asian-Other Asian
      • 301-Hawaiian-Hawaiian
      • 302-Guamanian-Guamanian
      • 303-Samoan-Samoan
      • 304-Tahitian-Tahitian
      • 399-Other Pacific Islander-Other Pacific Islander
      • 400-Filipino-A person having origins in the original peoples of the Philippines. At the state level, this is a Race Ethnicity Category, but for federal reporting purposes, this is considered a sub-category of the Asian Race Ethnicity Category.
      • 600-Black or African American-A person having origins in any of the black racial groups of Africa. Terms such as ôHaitianö or ôNegroö can be used in addition to ôBlack or African American.ö
      • 700-White-A person having origins in any of the original peoples of Europe, the Middle East, or North Africa.
  • Pos Stat (Position Status)
    • 1-Tenured-The teacher is granted the right not to be fired without cause after an initial probationary period.
    • 2-Probationary-The teacher is in a trial period of his or her employment to determine whether or not he or she is suitable for the position.
    • 3-Temporary-The teacher is hired with the intention that he or she will employed for a finite period of time.
    • 4-Other-Any other type of employment status for a teacher, such as teachers who are not official employees of a district and are contracted employees from another agency or district.
  • Total Years of Edu Service
    • This is the total number of years that the staff member has worked in education, regardless of the district or reporting LEA.
  • Total Years in this District
    • This is the total number of years of service that the staff member has worked within this particular reporting LEA.
  • State Educator ID
    • This number is issued by the CTC (  Each school should have access to the database that will allow the school to lookup the SEID number using the staff member’s Social Security Number.  The web address to lookup this number is and you can request a User ID and Password by sending an e-mail to the CTC Information Services Unit at
    • For a teacher of Non-NCLB Core Courses(which also does not require them to be “Highly Qualified”), a SEID of 9999999999 can be used.  This may be the case for:
      • Non-certificated charter school teachers
      • New teachers who have not been issued a SEID

STEP 2b:  Staff Assignments

Now that demographics are entered, we have to enter the “Job Assignments” that explain what it is that their job role is along with Start dates, End dates and FTE (Full Time Equivalency) percentages.

To start, change from the “Other Demographics” tab to “Job Assignments”.  There you should see an option to “Add New Record”.  Click that.

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When adding a new record, there are a few required fields and a few optional ones:

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  • Job Classification (Required)
    • 10-Administrator-An employee of the Education Service Institution in a position requiring certification but who is not required to provide direct instruction to pupils or direct services to pupils (services such as those provided by a pupil services employee. This category does not include mentor teachers.
    • 11-Pupil services-An employee of an Educational Service Institution who is in a position requiring a standard designated services credential, health and development credential, or a library media teacher credential and who performs direct services to pupils (counselors, guidance and welfare personnel, library media teachers, psychologists, etc.). Program specialists as defined in Education Code Section 56368 are also to be reported as pupil service employees.
    • 12-Teacher-An employee of the Educational Service Institution who holds a position requiring certification or other state alternative and whose duties require direct instruction to the pupils in the school(s) of that district, including mentor teachers and in some cases, long-term substitute teachers.
    • 25-Non-certificated Administrator-An employee of an Educational Service Institution at the administrative level (assistant, deputy or associate superintendent, or higher) who has been waived of the requirement of having to possess an administrative services credential.
    • 26-Charter School Non-certificated Teacher-An employee of a charter school that is providing instruction in a non-core course (as defined in the school’s charter) who has been waived of the requirement of having to obtain a teaching credential.
    • 27-Itinerant or Pull-Out/Push-In Teacher-An itinerant staff member assigned to more than one school site and/or a teacher who provides one-on-one or small group support or resource instruction by either pulling students out of the classroom, or coming into the classroom to provide the instruction.
  • FTE (Required)
    • The most common value for this field is likely to be 1 for a full time employee.  For part time staff, anywhere from 1 to 99 is also acceptable.
  • Start Date and End Date (Not required but GOOD PRACTICE)
    • It is good practice to open and close Staff Assignments every year as job roles change and ensuring that every record closes forces you to view each school year with a fresh start.  Otherwise, you will find your self changing past records each year as staff move to different positions.
  • School (If other than current)
    • As titled, this does not need to be specified if you are making the change for the school that you are logged into.  For multi-school sites, it is a BEST PRACTICE to populate this field.
  • Non-Classroom based job assignment codes.
    • You can find these codes in Step 1 when you recorded each non-classroom based job assignment code in an excel spreadsheet template!

STEP 2c:  NCLB Highly Qualified Teacher Status – No longer required in the 2016-17 School Year. Watch for updates based on the new ESSA Requirements!

Lastly, we need to associate a Highly Qualified Teacher Status for each teacher that is responsible for teaching core classes.  We do this to maintain compliance with No Child Left Behind (NCLB).

We start by now moving within the staff record to the tab entitled “Highly Qualified Teacher Status” where we click “Add New Record”

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The screen will now appear as the screenshot below.

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  • NCLB Core Area
  • Highly Qualified Status
    • A-Exam Option-An educator has demonstrated subject matter competence on the basis of passing a Commission on Teacher Credenitaling (CTC)-approved examination in the NCLB core academic subject area
    • B-Coursework-An educator has demonstrated subject matter competence by completion of a Commission on Teacher Credentialing (CTC) approved subject matter program, completion of a major equivalent (32 non-remedial semester units in a particular discipline from an accredited institution of higher education), or a graduate degree in the NCLB core academic subject area.
    • C-National Board Certification-An educator has demonstrated subject matter competence by obtaining National Board Certification in the NCLB core academic subject area.
    • D-HOUSSE-An educator has demonstrated subject matter competence by completion of the California High Objective Uniform State Standard of Evaluation (HOUSSE), which consists of an assessment of qualifications and experience.
    • G-VPSS Option-An educator teaching in a special setting has demonstrated subject matter competence in mathematics, science, social science, and/or English through the Verification Process for Special Settings (VPSS).
    • N-Not Highly Qualified-An educator has not met the criteria to be designated as highly qualified to teach one or more NCLB core content areas.
Updated on January 3, 2019

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